Our commitment to responsible AI
Built to help you. Designed to respect your clients.
Every AI feature we build starts with a responsibility to you and the people who trust you. Here is how we protect client information, set clear boundaries, and keep you in control.
Thirty days for $1, then SpaSphere Pro is $139 a month with four team members included.
Responsible AI should be a standard in esthetics software.
At SpaSphere, that responsibility extends to you and to every client who trusts you with their information.
It means protecting client identities, respecting your professional judgment, keeping you in control of what goes out, and making sure AI follows the same permissions as the rest of your business.
We are building SpaSphere to help set that standard.
- Client identities stay inside SpaSphere
- Never used to train AI models
- AI suggests. You decide.
Five commitments that shape our AI
Built for estheticians, with estheticians. Each one is a choice we made in the product, not a line in a policy.
Protect the people behind the data
Your clients trusted you, not an AI company. Before your client records are used by AI, we replace their names, emails, phone numbers and birthdays with placeholders, then put the real details back on our side.
- What you type to Ask Sophie is covered too. A client you mention in your question is found and replaced before it is sent.
- On SpaSphere Forms, what your clients fill out and upload is never sent to AI at all.
Keep the professional in control
AI can do the reading and the first draft. The judgment stays with you, because you know your clients and your craft.
- Ask Sophie reads your schedule and your numbers to answer you. It cannot move a booking, change a price or edit a client record.
- A win-back note written by AI never goes out on its own. It is sent only when you choose to send it.
Respect the boundaries of your business
AI follows the same rules as the rest of your account, and those rules are enforced by SpaSphere, not left to the AI.
- Every question is locked to your business on our side. It cannot be asked about anyone else, and no one else can ask about you.
- Answers about money, like revenue and payments, are only given to owners, admins and managers.
Give outside AI deliberate limits
You can connect ChatGPT or Claude to SpaSphere to help with your services, hours, website, blog and newsletters. Those assistants belong to other companies, so we chose on purpose what they can reach.
- They never receive client records: no names, contact details, appointments, notes, invoices or payments. Business numbers arrive as totals only.
- SpaSphere shows you each change to your services, hours and settings, and saves it only after your yes. Website pages, blog posts and newsletters are written as drafts first.
- They cannot take a payment or give a refund, and we keep a record of every action they take.
- Only the owner can connect one, and you can disconnect it at any time.
Be clear about our AI partners
You should know where the limits are, including ours.
- The AI built into SpaSphere Pro runs through a trusted AI partner under a business agreement. What is sent is used only to give you the answer, and it is never used to train AI models.
- If you connect ChatGPT or Claude yourself, what reaches that assistant is handled under its own terms. That is why client records never go there.
- Placeholders protect who your clients are. The AI still sees your question, your business numbers, and the names of your services and team.
- Writing samples you add to teach AI your voice are sent as you wrote them. Leave client names out of those.
- Our standard plans do not include a Business Associate Agreement (BAA).
Our commitments, in practice
A commitment is only worth what backs it up. We use AI for the work only AI can do, like writing a note in your voice. Finding the client is a lookup in your own records, so SpaSphere does that, replaces her name with a placeholder before the AI sees anything, and puts it back on our side.
You ask for a win-back note for a client SpaSphere flagged as not back in three months. SpaSphere identifies clients due for a follow-up using your booking records and replaces her name with a placeholder. Sophie, the AI helper, writes the note in your voice, with the placeholder in place of her name. SpaSphere puts her name back, and you review the note, edit it, and decide whether to send it.
- You
- Inside SpaSphere
- Sophie, your AI helper
From your client records, the AI never sees
- The names of your clients, first or last
- Their email addresses
- Their phone numbers
- Their birthdays
- Anything your clients fill out or upload on SpaSphere Forms
The AI does see
- The question you asked, with any client details replaced
- Your business numbers, like bookings and revenue
- The names of your services and products
- The names of your team members
- Notes it is asked to work from, with client details replaced
Questions estheticians ask us about AI
Does the AI ever see the name of a client?
Not from your records. Before client records are used by AI, every client name, email address, phone number and birthday is replaced with a placeholder, and the real details are put back on our side. The one thing sent as you wrote it is the writing samples you add to teach AI your voice, so leave client names out of those.
What if I type a client name into my question?
We check what you type against your client list and replace the name before your question is sent. The answer you read still shows the real name.
Is my client information used to train AI?
No. Information sent for AI features is used only to give you the answer, and it is never used to train AI models.
What does the AI actually receive?
Your question, your business numbers, the names of your services, products and team members, and any notes it needs, all with client details replaced by placeholders. It receives enough to be useful and nothing that says who your clients are.
Can the AI send a message to my clients on its own?
No. AI can write a win-back note for you, and you can read and edit the draft, but it is sent only when you choose to send it.
Can I connect ChatGPT or Claude to SpaSphere?
Yes, if you are the owner. A connected assistant can help with your services, hours, website, blog and newsletters. Changes to your services, hours and settings are saved only after your yes. It never receives client records, and business numbers arrive as totals only.
Does SpaSphere Forms use AI on what my clients submit?
No. On SpaSphere Forms, the forms your clients fill out and the photos they upload are never sent to AI at all.
Is SpaSphere HIPAA compliant?
The standard SpaSphere plans do not include a Business Associate Agreement (BAA). If your practice is a HIPAA covered entity and needs one, email support@spasphere.ai and we will talk it through.
See everything else we do to protect your business on our Privacy and Security page, or see what the AI in SpaSphere Pro can do for you.
Our responsibility is to you. And to the clients who trust you.
Every AI capability we introduce should earn its place in your business through useful work, clear boundaries, and respect for the people it affects.